> For the complete documentation index, see [llms.txt](https://docs.rillet.com/EjmEP4KZ9BVp9j2ho4Mh/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rillet.com/EjmEP4KZ9BVp9j2ho4Mh/general-accounting/journal-entries/journal-entry-approvals.md).

# Journal Entry Approvals

In **Rillet**, the journal entry approval process lets you review and approve manual journal entries, ensuring that only specific people check and approve entries before they are finalized. Before you can approve a journal entry, it must first be created. See [**Create a Journal Entry**](/EjmEP4KZ9BVp9j2ho4Mh/general-accounting/journal-entries/create-a-journal-entry.md) for instructions.

### Approval Process

Follow these steps to review and approve a journal entry in Rillet:

1. Go to **Reporting** in the main menu.
2. Select **General Ledger** under **Close Reports**.

   <figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2FS7O2BFiwsaadYc3oYO8f%2Fimage.png?alt=media&amp;token=fd167e94-234c-4690-9bc3-b2dbd12d7bad" alt=""><figcaption></figcaption></figure>
3. Filter the report by a status of **Pending Approval** to display the entries awaiting review.

   <figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2FtvsCoa2aQX7WjOlNol26%2Fimage.png?alt=media&amp;token=91736186-d401-4062-a145-a43dfa358327" alt=""><figcaption></figcaption></figure>
4. Click the journal entry you want to approve. If you created it, you can still edit it while it remains unapproved, but approval must come from another user.

   <figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2FheCsFzCudg4j9MBBaEKw%2Fimage.png?alt=media&amp;token=be340afe-1e18-4f13-8a54-4e134310b3ee" alt=""><figcaption></figcaption></figure>
5. Click the **Approve** button if the entry meets the requirements. If it does not, select the option to delete it.

   <figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2FWJZ6bxsBCCUc2AIuFO9h%2Fimage.png?alt=media&amp;token=596bf309-7ba6-4812-a8ac-b0ca9f969fd9" alt=""><figcaption></figcaption></figure>

{% hint style="info" %} <mark style="color:$info;">**Note:**</mark>

You can still edit an approved journal entry, which returns it to **Pending Approval**.
{% endhint %}

Rillet confirms the approval with a “**Journal Entry approved successfully**” message.

### Delete an Approved Journal Entry

Take these steps to remove an approved entry, since Rillet blocks direct deletion of an entry that has already been approved:

{% hint style="warning" %} <mark style="color:$warning;">**Warning:**</mark>

Deleting a journal entry requires **Accountant Admin** permissions. See [**Standard Roles**](/EjmEP4KZ9BVp9j2ho4Mh/settings-and-config/user-roles-and-permissions-overview/standard-roles.md) for the full permission breakdown.
{% endhint %}

1. Open the approved journal entry by clicking its **Transaction ID**.

   <figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2FHuS4ZbeGPmPfrAL8eo8O%2Fimage.png?alt=media&amp;token=56c1f4c5-1587-41a1-8441-f0ccb6f6d83b" alt=""><figcaption></figcaption></figure>
2. Click **Edit**, make your changes, then save to return the entry to **Pending Approval**.

   <figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2FmEdcoSF35cbW50k3Ensm%2Fimage.png?alt=media&amp;token=35eb6327-38c9-4f3b-8ed9-d8f7a927f866" alt=""><figcaption></figcaption></figure>
3. Select the **three dots (•••)**, then choose **Delete**.

   <figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2Fa8BLpxjTmvyOo44B8u9q%2Fimage.png?alt=media&amp;token=aab68859-ab2a-43c4-97d9-c0be44f9548b" alt=""><figcaption></figcaption></figure>
4. Click **Confirm** in the dialog that appears to complete the deletion.

   <figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2FB2qrvZ0IPiepwAt5ZYy3%2Fimage.png?alt=media&amp;token=55132573-115b-4496-ade2-d4097cdaf793" alt=""><figcaption></figcaption></figure>

{% hint style="info" %} <mark style="color:$info;">**Note:**</mark>

Deletion is also blocked when the entry's period is closed, when the entry has been reconciled, or when the entry was generated by the system rather than created manually. If the period is already closed, post a reversing entry instead. See [**Create a Reversal Journal Entry**](/EjmEP4KZ9BVp9j2ho4Mh/general-accounting/journal-entries/create-a-reversal-journal-entry.md).
{% endhint %}

Deleted entries are recorded in the [**Deletion Logs**](/EjmEP4KZ9BVp9j2ho4Mh/reporting/close-reports/deletion-logs.md) report.

### Bulk Approve Journal Entries

Complete these steps to bulk approve journal entries:

1. Go to **Reporting** in the main menu.
2. Select **General Ledger** under **Close Reports**.

   <figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2FiPQwCPb9Hbh7dlXNGyJm%2Fimage.png?alt=media&amp;token=39f24ab4-ab1b-4a81-8099-82cedcea963e" alt=""><figcaption></figcaption></figure>
3. Filter the report by a status of **Pending Approval** to display the entries awaiting review.

   <figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2FKxLvJnR5dL9L1dzvqSls%2Fimage.png?alt=media&amp;token=57136060-043e-42c3-b371-fceee848d8b8" alt=""><figcaption></figcaption></figure>
4. Select the checkbox next to each journal entry you want to approve.

   <figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2F3klvytvdlaqhwF7LCgnv%2Fimage.png?alt=media&amp;token=a9bfe22f-51c9-49a1-acb9-1e619597346d" alt=""><figcaption></figcaption></figure>
5. Click **Approve** in the selection bar that appears at the bottom of the screen.

   <figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2FuVgHBNGIkRXXGcz7VwCG%2Fimage.png?alt=media&amp;token=10ae78dd-7feb-4782-928d-f38a20316fda" alt=""><figcaption></figcaption></figure>
6. Review the confirmation message and click **Approve** again to complete the bulk approval.

   <figure><img src="https://612265232-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNpXFVFZpTQck3vIrjmHB%2Fuploads%2FmYpxvXymE2aSNP1DBdbv%2Fimage.png?alt=media&amp;token=671e8971-fc85-419a-8203-2bd34883b677" alt=""><figcaption></figcaption></figure>

{% hint style="info" %} <mark style="color:$info;">**Note:**</mark>

Bulk approval respects existing permissions and approval workflows, so only authorized users can approve entries this way. Any entries that cannot be approved due to approval workflow rules are listed once the run finishes.
{% endhint %}

Once the run finishes, the approved entries no longer appear in the **Pending Approval** filter.

### Frequently Asked Questions (FAQ)

<details>

<summary>Do uploaded journal entries go through the approval workflows?</summary>

The user who uploaded the journal entry is designated as its creator, so a different user must approve it.

</details>

<details>

<summary>Do Quick Entries go through the approval workflows?</summary>

Quick Entries do not follow the same approval guidelines, since they are controlled through a Rillet workflow and one side of the entry cannot be edited.

</details>

<details>

<summary>How do I delete a journal entry that has already been approved?</summary>

Edit the entry, which returns it to **Pending Approval**, then delete it from there. Only **Accountant Admins** can delete journal entries, and the entry's period must still be open. See [**Delete an Approved Journal Entry**](#delete-an-approved-journal-entry) for the full steps.

</details>

### See Also

To learn more about journal entries in **Rillet**, review these articles:

* [**Create a Journal Entry**](/EjmEP4KZ9BVp9j2ho4Mh/general-accounting/journal-entries/create-a-journal-entry.md)
* [**Upload Journal Entries**](/EjmEP4KZ9BVp9j2ho4Mh/general-accounting/journal-entries/upload-journal-entries.md)
* [**Create a Reversal Journal Entry**](/EjmEP4KZ9BVp9j2ho4Mh/general-accounting/journal-entries/create-a-reversal-journal-entry.md)


---

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